Senior Executive Secretary

3 days ago

Bengaluru, Karnataka, India Infosys Full time ₹ 9,00,000 - ₹ 12,00,000 per year

Job Description:Conduct and organize administrative duties and activities including receiving and handling information organizingmeetings managing calendar etcwith an objective of providing administrative support to unit head or BEF head inspecific and to the unit as requiredKey Responsibilities:Meeting Coordination and OrganizationThe Secretary will for the unit head and DMs connect with the stakeholders to check availability sendtimely meeting invites to the stakeholders and book conference room and telecon if requiredS Hecoordinates with other secretaries to schedule a meeting between other unit head external schedulereview or other calls for the superior with clients or external consultants contacts counter parts from theexternal organizations checks timelines and arranges stationary well before the meeting when requiredCalendar ManagementThe Secretary tracks calendar of the manager to ensure that his time is effectively utilized accommodatesadhoc meetings and change of schedules while managing superiors time and identifies and prioritizes themeetings to ensure that visitor s time is also respectedTravel planningThe Secretary plans for Unit head and DMs travels plans for outstation travels including tracking of Visaexpiry dates interacts with travel desk to design the Itinerary for travel arranges for hotel bookings andTravel Settlement in case of onsite travel coordinates with the onsite SPOCs for the agenda to finalize theitinerary and books cab and accommodation for DC visitsUnit AdministrationThe Secretary attends telephone calls follows up on any action items if required updates the Key contactdetails maintains all reports scorecards and other important documents owns the various Unit groupmailing lists and ensures that they are current coordinates with the Purchase and finance teams toprocess PO and arrange the payment organizes the guest passes for the visitors updates the welcomeboard ensures accommodation for visitors in ECC while interacting ECC personnel coordinates andorganizes quarterly unit offsite while interacting with DC representatives facilities team transport teamcatering team external vendors for gifts for speakers from other units or external forums coordinatesRnR activitiesTo facilitate client travel s he creates invite letters to get the visa while taking inputs frompresales teamPreferred Skills:Technology->CAD->CAD - Others

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